Office Administrator - Architectural Practice - Dublin
Office/Project Location: Ranelagh, Dublin
Employment Type: Permanent
Work Location: Office Based
Pay: Salary Negotiable based on experience
Experience: 2+ years
Visa: EU passport or Stamp 4 visa required
Our client is an established Architectural practice and experts in sustainability, materials research, specification, project management, contract administration, conservation, urbanism and health and safety.
They are seeking to appoint an administration coordinator to ensure the smooth, efficient, and organised operation of the office
environment. This involves a wide range of administrative, supervisory, and logistical tasks to support all staff and maintain a professional and productive workplace. They are the central point of contact for office-related matters, acting as a crucial link between employees, management, and external stakeholders.
Tenders
Monitoring e-tenders notifications and correspondence
Provide Support to the Bid Coordinator in preparing tenders
Liaising with third party consultants on required inputs ensuing timely receipt
Complete standard Forms and Templates
Assist with compiling completed submissions
Uploading submissions to etenders
Assist with preparation in annual audits
Keep ISO documents up to date
Issue insurance renewals to clients and maintain log.
Office Administrative Duties
Maintain switchboard - afternoons only
Manage company email address, forwarding emails to relevant depts.
Diary management – Management Meeting Calendar, Company Wide Events, Industry Events, Interviews, Reviews, Meeting Room Bookings
Welcome visitors to the office and deal knowledgeably with their needs
Rental Car/Taxi/Train Bookings
Secretary to Directors
Office Purchases maintain log and credit card reconciliation at the end of each month
Reception Petty Cash: keep petty cash float and maintain records and receipts.
Ordering external report/presentation material printing/external bindings/publicity material
Manage off-site archiving: maintain records / arrange retrieval / monitor dates and arrange for disposal of files after requisite date of retention legally.
Meetings: ensure meeting room is ready to receive visitors, ensure refreshments are provided for meetings and visitors; Order food for meetings when requested; Setting up video / teleconferencing in
advance of meetings / CPD talks.
Manage company calendar of social and wellness events
Requirements
Excellent communicator and people person
Highly detail orientated.
Self-motivated and Proactive: Identify what needs to be done and take the initiative to do it.
Adaptability and Flexibility: Ability to manage multiple priorities and adjust to changing circumstances
is a key skill.
Experience with E-Tenders and Adobe Creative suite an advantage – Adobe Indesign
Demonstrate a strong work ethic and commitment to developing professional skill, with focused effort to
meet project timelines.
Excellent MS Office skills are required.
Package
Competitive Salary depending on experience